Email signatures: setup and troubleshooting
How to set up email signatures correctly, and fix the most common issues.
Fyxer manages your email signature separately from your email client.
Gmail users will need to add their signature to the Dashboard manually. Outlook users: Fyxer now extracts your signature automatically when you connect – and you can re-sync it any time.
Logos, brand colors, buttons, social icon rows, and other rich signature features show up in your Fyxer-generated drafts.
Set up your signature
Outlook users
When you connect your Outlook account, Fyxer automatically extracts your signature from your most recent sent emails. You don't need to copy and paste anything.
Once connected, go to Dashboard → Drafts → Signatures to review what was detected and make any edits. If you later update your signature in Outlook, return here to re-sync it using the Sync from Outlook button.
You can also paste raw HTML directly into the editor and it will render automatically.
Gmail users
Open your Gmail settings and confirm your signature looks correct, including formatting and any images
Highlight your full signature and copy it (Cmd+C on Mac, Ctrl+C on Windows)
Go to Dashboard → Drafts → Signatures and paste it into the Default signature box (Cmd+V on Mac, Ctrl+V on Windows)
Click Save and send yourself a test email to confirm everything looks right
Remember: Fyxer doesn't automatically sync with Gmail signature settings. If you update your signature in Gmail, re-paste it into the Dashboard.
If your signature includes an image (e.g. a logo or headshot), make sure it was added using the Upload Image or Insert Picture button in your email client, not pasted in. Pasted images often break.
Previewing and editing your signature
When you open Signatures in the Dashboard, you'll see a read-only preview of your current signature.
Select Edit signature to make changes, then Done to return to the preview. Opening the settings to view your signature won't change or remove what's already saved – your signature only changes if you edit and save it yourself.
Enabling signatures in all draft replies
To ensure your email signature appears in all Fyxer drafts and replies:
Navigate to Dashboard → Drafts → Signatures → Organization settings
Toggle "Include email signatures in drafts" ON
Save the changes to apply them across all future drafts
Note: you need to be a Super Admin to see this setting.
Troubleshooting signature issues in Outlook
Images not displaying
If images or logos in your signature aren't displaying correctly, it's usually because they were stored locally on your computer. Fyxer can't access locally stored images.
To fix this:
Log in to Outlook Web
Go to Settings → Account → Signatures
Use the Insert Picture button to upload your image, don't paste it
Save your signature in Outlook Web
Return to Fyxer and run Sync from Outlook from Dashboard → Drafts → Signatures
If you've already followed these steps and images or font colors are still missing after syncing, that was a known bug that's now resolved. Run Sync from Outlook again, and if the issue persists, contact us using the chat feature so we can look into it.
Other formatting issues
Outlook Classic compatibility issues might also cause extra spaces to appear. If you're affected, switch to a supported client like Outlook Web or the New Outlook app for better results.
Sync didn't find a signature
When a sync doesn't import a signature, Fyxer explains why directly under the Sync from Outlook button.
Here are some common reasons why sync fails and what you can do next:
Issue | Fix |
|---|---|
No recently sent email found | Send an email with your signature to any recipient |
No signature detected in your recent emails | Add your signature in Outlook so it appears on outgoing mail and send an email |
Signature looked like it belonged to someone else | This happens when your most recent sent emails were forwards or replies that quoted another person's signature. Send a fresh email with your own signature |
Recent emails were too large to scan | Send a shorter email that includes your signature |
What we found looked like email content, not a signature | Make sure your signature is set in Outlook (not typed manually into the body) and send an email |
After you have done the relevant step above, run Sync from Outlook again.
Multiple signatures
If you're on a Pro plan with more than one inbox connected, you can add a separate signature for each one.
Go to Dashboard → Drafts → Signatures → Account-specific signatures and follow the same steps above. Select Update preferences to save your changes.
Using a third-party signature tool?
If your organization uses a signature tool like Exclaimer, Letsignit, Signature 365, CodeTwo, or Opensense, sometimes signatures appear in the wrong place or show up twice. These tools append signatures at the server level, which can conflict with Fyxer.
If this happens, you have two options:
Keep using your third-party tool
Turn off "Include email signatures in drafts" in Dashboard → Drafts → Signatures → Organization settings and leave the Fyxer signature field empty (note: you need to be a Super Admin to access this setting). Your third-party tool will still add the signature at send time, but it may appear at the bottom of the thread rather than directly below your reply.
Use Fyxer's signature instead (recommended)
Ask your IT team to exclude your account from the third-party tool, then add your signature directly in the Fyxer Dashboard. This gives you correct placement in every draft, but you'll need to manage signature changes in Fyxer manually going forward.
If neither option resolves the issue, contact us using the chat feature in the bottom right of your Dashboard.
Sent with Fyxer
Seeing "Sent with Fyxer" in your emails? During your 7-day free trial, Fyxer adds a small line of branding to your email drafts. This is removed automatically once you're on a paid plan.
If you have questions about Fyxer's plans, visit the pricing page.
Still have questions?
Head to the chat in the bottom right of your Dashboard.